Kavi Help CenterKavi® Showcase Help
| Chapter 3. Workflow and State | ||
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Part I. Kavi Showcase Concepts | 
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Table of Contents
If your organization requires profiles or catalog items to pass moderator approval before they are displayed in its showcase, a profile or catalog item changes state as it passes through the workflow. It is in the 'Pending' state when it is ready for moderator review. A moderator approves a profile or catalog item by setting its state to 'Approved'. If an organization doesn't have moderation enabled, the workflow is quite simple: the state of a new or edited profile or catalog item is automatically set to 'approved', bypassing other states in the workflow. If your organization doesn't moderate profiles or catalog items, skip to the section on Workflow-driven email at the end of this document. If your organization does moderate its showcase, read this document to learn about moderated workflow, workflow states and the ways that moderated workflow affects application behavior. You should also read the section on Workflow-driven email.
A workflow consists of a series of events (i.e., milestones) and states through which an object can pass during its lifecycle from the time it is added until the time it is deleted. Kavi Showcase objects are profiles and catalog items (some sites only display profiles). When an important event occurs in the object's lifecycle, the object's state changes. The object doesn't necessarily rest in the state. A profile or catalog item is in the 'New' state when it is added, but this is immediately reset to another state such as 'Pending' if it needs to be moderated, or 'Approved' if profiles aren't moderated.
If you are a Super Admin, you can view your configuration settings in the Configure Kavi Showcase tool. Profile and catalog item moderation is controlled through separate switches, so your site could have one or both of these moderated.
Configuration settings in the Configure Kavi Showcase tool determine the kinds of actions that members and other account holders (i.e., users with the 'member' role that grants access to Showcase Member Tools) can perform on their profiles and catalog items. For more information, see Permissions.
If moderation is enabled for profiles and members are allowed to edit their own profiles, profiles edited by Individual Members and Company Representatives will be sent for moderation.
If moderation is enabled for catalog items, and members are allowed to add, edit or delete catalog items, catalog items added or edited by Individual Members and Company Representatives will be sent for moderation, but they will be able to delete catalog items immediately.
There are four workflow states: 'Working', 'Pending', 'Approved' and 'Rejected'. These states apply to both profiles and catalog items if both are moderated. A profile or catalog item won't necessarily pass through all of these states, but it could.
Workflow states:
- Working
An object may be added in a 'Working' state to give the object owner or contact the opportunity to perfect the content before sending it for moderator approval.
- Pending
When an object is sent for moderator approval, it enters the 'Pending' state.
- Approved
If a moderator approves an object, it enters the 'Approved' state.
- Rejected
If a moderator rejects an object, it enters the 'Rejected' state.
Objects must be in an 'approved' state to be eligible for display. This doesn't mean that an 'Approved' object is necessarily eligible for display, because there are other criteria that must be met (i.e. it must be active and Display Publicly must be set to 'Yes', etc.). But, if the state of an object is anything other than 'Approved', the object won't be displayed.
If your organization uses moderation, you may see multiple versions of the same profile or catalog item. This commonly occurs when an account holder or company representative edits a catalog item or profile that has already been approved. When the edited profile or catalog item is saved, a new version is created. The new version is saved in a different state. The state of the new version is 'Working' if the account holder or company representative doesn't submit it for moderation, or 'Pending' if it is submitted.
Only 'Approved' versions are displayed in the directory or catalog. The 'Approved' version remains in the directory or catalog until the 'Pending' version is moderated. A Showcase Moderator or other administrator moderates a profile or catalog item by reviewing it, then setting the State to 'Approved' or 'Rejected.' When the state of the 'Pending' version is set to 'Approved', it replaces the currently approved version.
The account holder or company representative could opt not to submit an edited profile or catalog item for moderation immediately, in which case this is saved as a 'Working' version. There can be up to four versions of a single profile or catalog item: one in each of the available states ('Working', 'Pending', 'Approved', 'Rejected'). Only the currently 'Approved' version is visible to users searching or browsing the directory or catalog, but the account holder or company representative and administrators can see all versions.
Editing an object changes the information for the selected version only, with a few exception
When a version changes state, it is saved in the new state. If another version existed in this state, it is replaced by the newly saved version, because there cannot be two versions in the same state. For example, Version A is in an 'Approved' state, and Version B is in a 'Pending' state. When Version B is approved by a moderator, it is saved in the 'Approved' state and Version A is deleted. Version B now exists only in the 'Approved' state (there isn't a second instance of Version B in a 'Pending' state).
Deleting a profile or catalog item deletes all versions.
Changing a profile's status changes the status of all versions of that profile and all its catalog items.
Changing the profile with which a catalog item is associated changes the profile for all versions of the catalog item.
Workflow-driven email is based on events that happen to objects. These include changes of state, such as an object being approved or rejected—but also include events or milestones such as an object being added, edited or deleted; activated or deactivated; or entering the moderation queue. When an event occurs, the event can be configured to trigger an email.
This kind of email is called scheduled email, and it is managed through the Kavi Showcase Manage Email Schedule tool. Super Admins can select an object, then select the event so that when the specified event happens to objects of that kind (e.g., a profile or catalog item), an email is triggered.
The Super Admin also selects or creates a template for the scheduled email (this kind of email can also be referred to as template-based email). The template contains variables that are replaced with real values from the database when the email is sent, similar to a mail merge. For example, the template for a notification that goes out when a profile has been approved might have the $profile_contacts variable in the recipients field, so this would be replaced with the name and email address of the profile owner or contact when the email was sent.
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| Chapter 2. Gating Profile and Catalog Item Display |  |
Chapter 4. Application Integration |